HomeMy WebLinkAboutAgenda - 08-17-2010 - 8aORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 17, 2010
Agenda
Item No. g - q
SUBJECT: Orange Public Transportation -Chapel Hill Transit Consolidation Study
Update
DEPARTMENT: Planning & Inspections
PUBLIC HEARING: (Y/N) 0
ATTACHMENT(S):
1. North Carolina Department of Transportation
(NCDOT) General Scope of Work
INFORMATION CONTACT:
Craig Benedict, Planning Director,
245-2592
Mila Vega, Land Use/Transportation
Planner, 245-2582
PURPOSE: To receive a report on the status of the Orange Public Transportation (OPT)-
Chapel Hill Transit (CHT) Consolidation Study.
BACKGROUND: The Orange County Planning Department, the Manager's Office, Chapel Hill
Transit and NCDOT have begun to pursue the OPT-CHT consolidation study process. The
purpose of the study is to review various alternatives ranging from a contractual relationship
between transit providers to a full consolidation, while maintaining high quality transit service for
Orange County's residents.
Orange County and Chapel Hill Managers signed a letter stating that both parties are in
agreement with the proposed consolidation study. The letter was required by NCDOT in order to
hold the pre-scoping meeting.
Pre-scoping Meeting - On July 20, 2010 representatives from Orange County, Chapel Hill
Transit and NCDOT had an OPT-CHT consolidation study pre-scoping meeting. During the
meeting NCDOT representatives provided a brief review of the consultant selection and scoping
process. It was pointed out that the study schedule will be rather aggressive and needs to align
with other transit-related initiatives (e.g. Regional Transit Program and others) happening in the
region. The process takes about 3 months to receive a Notice to Proceed and then an
additional 9-12 months to complete the study.
Project Manager - NCDOT will act as the study project manager. A general scope of work was
provided by NCDOT during the meeting (Attachment). The general scope will evolve to include
Orange County/CHT comments.
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Triangle Transit was invited as a stakeholder in the process and has identified a staff
representative. Orange County Planning staff has met with Triangle Transit staff to inform them
of conversations to date.
Next Steps -The next step is to select a consultant. NCDOT provided a list of eligible
consultants that have necessary expertise to complete the study. The group narrowed down a
pool to five potential consultant teams. NCDOT will request these teams submit qualifications
(including team compositions) to Orange County, Chapel Hill Transit and Triangle Transit. The
selected consultant will participate in the scoping process.
FINANCIAL IMPACT:
• The financial impact associated with the Study is to be determined. It is estimated to be
10% of the study cost (80% Federa1:10% urban area), which will be determined during
the scoping process. An average cost for similar studies implemented by NCDOT is
approximately $75,000-$100,000. Staff will explore outside sources for the County's
share and will report back to the BOCC with actual costs.
• The financial impact of study recommendations will be determined once the study is
completed.
RECOMMENDATION(S): The Manager recommends the Board receive the report.
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C®l~INItJl®TITV TRANSP®I~TA'I`I®1®T
SEIZ.VICE PLAl~T
(C~'SP)
General Scape of `6~Vark
1®TmRTgI CA,R®LTllTA DEI'ART1i~1~T'T
®F TRA10TSlPORTAB'I®ImT
Public 'I'ransport~~ion Division
2010
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Coanmunity 'Transportation Service Plan {C~'SP)
Scope of Work
VISION STATEMENT
To ensure that the community transportation systems in North Carolina aze making a strategically planned
response to the projected mobility needs of the general public and targeted populations in their service
area, and continuously improving and achieving excellence in all aspects of their service delivery and
management.
PURPOSE
To describe the current performance and organizational direction of the transit system and to recommend
strategies of operating or mauaging that increase mobility options for passengers and improve the
efficiency and effectiveness of the organization and transportation services. This community
transportation plan must be developed through a public education and involvement process that includes
the general public, private and non profit transportation providers, human service providers and targeted
populations that include individuals with disabilities, low incomes and limited English proficiency (LEP}.
The result of this planning effort should produce overall goals that the community can support,
PRIMARY OB3ECTiVES FOR COST PARTICIPATION BY NCDOT
This document will be used as the principle guide in the accomplishment of the following:
^ Promotion of transit options that provide meaningful alternatives to citizens and connectivity of
transportation services throughout the state;
^ Promotion of the full integration of the community transportation system's 1'TO ams with other
federal and state programs supporting public and human service transportation.
^ Improve the efficiency and effectiveness of federal/state funded transportation programs
^ Support and promote the coordination of public transportation services across geographies,
jurisdictions, and program areas for the development of a seamless transportation network
^ Support the provision of dependable mobility transportation options to the general public, low
income individuals, elderly persons, and/or persons with disabilities within the guidelines and
funding levels provided by NCDOT and FFA
" Support and encourage defensible, results-based budset requests and submissions from systems to
NCDOT for funding.
NCDOT PLANNING PARTICIPATION
~ The Mobility Development Specialist assigned to the service area will serve on the Steering
Committee and attend other meetings that include presentations of technical memorandums and
the draft final reports.
• The Mobility Development Specialist, prior to the initiation of the study will coordinate the
gathering of the following data and information:
1. A copy of the last approved five-year plan, if available.
2. A copy of current Performance Plan survey analysis conducted by ITRE.
-_3 An inventory of available capital assets and vehicle utilization data = (P`TMS)
4. A summary of state and federal funding
5. A summary of operating statistical data for trend analysis
6. A basic service description and characteristics
7. A list of TAB Board Membership
8. A copy of any Coordinated Public Transit-Human Services Transportation Plan that has
been created in the service area.
9. Other documents may include system policies and procedures, mission and goals, job
descriptions, customer survey results, and findings from any Safety and Security
Describe, Drug and Alcohol Describe or onsite compliance Describes.
The Mobility Development Specialist will be responsible for tracking the progress of the study
and approving any changes in the schedule.
The Mobility Development Specialist will facilitate a CTSP approval process.
I2EQUalEtED CTSP ELEMENTS .
The CTSP must minimally include the following elements.at a level consistent with available resources
and -the complexity of the local environment:
Q ELEMENT 1-Assessment, documentation, recommendation and implementation guidance for
FUTURE RESOURCES for anticipated funding, capital, personnel, and training needs. New or
underutilized federal and/or state, transportation funding programs for targeted populations or services
should be incorporated in the planning.
Q ELEMENT 2 -Assessment, documentation, recommendation and impleniientation guidance for
EXPANDING PUBLIC TRANSPORTATION SERVICES AND MOBILITY OPTIONS while
continuing to coordinate the services of human service agencies to include but not limited to
strategies, activities and/or projects to address any identified gaps between current services and needs,
as well as opportunities to improve efficiencies in service delivery.
H ELEMENT 3 - A determination of SERVICE PRIORITIES for implementation based on resources
(from multiple program sources), time, and feasibility for implementing specific strategies and/or
activities identified .
Q ELEMENT 4 -The development of a mission statement, objectives and metrics for MEASURING
PERFORMANCE that support result-based budgeting and utilizes state performance standards and
benchmarking.
Q ELEMENT S -Includes IMPLEMENTA.I3LE RECOMMENDATIONS b~ delineated plan
elements listed above. Should include an implementation schedule, milestones and timelines for
recommendations.
H ELEMENT 6 - A complete description of the specific activities and techniques used to get PUBLIC
INVOLVEMENT in the planning process. The planning process will include the use of a Steering
Committee that meets not Less than three times during the process to provide oversight and to monitor
the progress on the work plan. Interviews with a sampling of public officials, TAB members, human
service agencies, non participating human service agencies, area employers, transit users, non users
from the targeted populations and private providers should be scheduled. Surveys, focus groups,
public hearings and empirical data are other techniques that should be used for getting public input.
TA,~I~ I -Inventory the 't'ransit ~yste-n's current organizational direction and service
delivery.
Content Area 1.1: ADVISORY AND GOVERNANCE STRiJCTURE
A. Describe the type of system and oversight boazd {governing vs. advisory)
B. Describe the TAB composition provided in the system overview. Does it represent
the demographic characteristics of the community? Are any groups under-
represented?
C. Assess if the TAB clearly understands its role?
A Advisory vs. Governance
d Representative of a particular constituency vs. the needs of the entire
community
Quality of training or orientation (if any) of board responsibilities
Describe of organizational by-laws . ~ .
D. Assess if the TAB meets often enough to provide adequate and sufficient guidance?
E. Assess if the TAB terms are staggered to provide new ideas yet continuity of
purpose?
F. Describe and evaluate the process of recruitment of TAB members.
G. Assess if the TAB structure is conducive to the accomplishment of goals and the
transit needs of the entire community? Are all community stakeholders fairly
represented an the board?
I. Conduct visioning, goal setting exercise with TAB, if needed and document results
Content Area 1.2: ORGANIZATIONAL• FOCUS
A. Describe the system's current mission, goals, objectives, performance measures and
outcomes and progress toward these
B. Identity the "benefits" the transit system is providing to the community
C. Evaluate if policies support or Binder coordination/regionalization ofpublic
transportation services, as applicable.
Content Area 1.3: SERVICE CHARACTERISTICS
A. Describe the last Community Transportation Improvement Plan. Determine -the status
of the recommendations and timelines in this plan. What have been the major
accomplishments since this plan was completed?
B. Describe. the service description and operating statistics provided in the. system
overview.
C. Using mapping software, plot the fixed routes, deviated fixed routes, subscription
routes and routine origins and destinations of demand response trips.
D: Determine how public transportation services are incorporated into the coordinated
system. As it applies, is there connectivity with the fixed-route system?
E. Describe the policies that are in place that supportlguide service provision.
Content Area 1.4: FUNDING AND FINANCIAL MANAGEMENT
A. Determine key funding/revenue sources: agencies, general public, state/federal
grants, foundations, Iocal funds, and private donations
B. Describe system fare structure and billing rate for agency and general public
- . transportation services
C. Describe Iocal funding opportunities/availability
D. Describe Third Party Contracts with service providers.
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Content Area 1.5: CAPACITY ANALYSIS
A. Describe the vehicle inventory and vehicle utili2ation records provided in the system
overview.
B. Deterrriine the usefulness, appropriateness, condition and ownership of any transit
systems facilities.
C. Determine what current advanced technologies are in place and to what extent these
are utilized in the operation.
D. Describe the organizational chart and staffing plan.
E. Describe the historical operating statistical reports and data provided in the system
overview.
F. Assess through observation the performance of the scheduling and dispatching
functions.
Content Area 1.6: PUBLIC SATISFACTION AND COMMUNITY NEEDS
A. Receive meaningful input (survey or interview) from at least twenty {20) human
service agency passengers that represent at least three different agencies;
B. Receive meaningful input (survey or interview) from at least ten {1Q} general public
riders;
C. Receive meaningful input (survey or interview) from a sample of human service
agency directors or contacts that purchase transportation services;
D. Conduct a minimum of two community planning sessions with diverse groups of
stakeholders in the community #o solicit input about existing services and unmet
needs.
E. Interview a sample of human service agencies that are not currently contracting wit}z
the transit system and document reasons they are not utilizing the coordinated
transportation services.
F. Ensure that persons with limited English proficiency (LEP) have the means of
sharing meaningful input,
G. Actively seek out and consider the viewpoints of minority, low-income, and LEP
populations in the course of conducting public outreach and involvement activities
H. Describe any locally developed Coordinated Public Transit-Human Service
Transportation Plan approved in the service area.
TASK 2 -Present Technical Memerandu~n #1 at the Initial Steexing Committee Meeting:
Content Area 2.1: PREPARATION. OF TECHNICAL MEMORANDU1yI #1
Summarize and analyze the information gathered to-date~and prepare Technical
Memorandum #1. This document will also include information about the previous CTIl'
and other strategic plans developed for the transportation services. Include any mapping
of services, results of the surveys and interviews, and consultant's assessment of services
provided by the transit system. The Technical Memorandum # I must be submitted to
NCDOT in a format descn'bed by NCDOT, at least ten working days prior to the initial
steering committee. The consultant is responsible for the timely distribution of copies of
the Technical Memorandum #1, by email or regulaz mail as necessary, to the members of
the steering committee, the county manager and the authorized official before the
committee meeting.
Content Area 2.2: INITIAL STEERING COMMITTEE MEETAVG
A. Describe and discuss the Community Transportation Service Planning process.
B. Summarize and present the findings from the system inventory and confirm the
consultant's understanduag of the current provision of transportation in the service
area.
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C. Allow the Steering Committee to share their knowledge or perception of unmet needs
and the problems and/or concerns associated with the operation and/or management
of the existing transportation system.
D. The consultant will include a summary of the meeting and a List of attendees in the
Public Involvement Section of the Draft Plan. .
E. The consultant will send out a summary of the meeting to the Steering Committee.
TASK 3 -Collect and analyze information about tl-e service area and estimate
transportation needs from empirical data.
Content Area 3.1: COUNTY AND REGIONAL DEMOGRAPHICS AND GEOGRAt'TiY
A. Identify the medical and employment travel patterns of the county/regional residents
(as identified by the most recent data}. Include specific information and locations of
the major employment and industrial centers. Include dialysis centers and medical
centers.
B. Determine areas currently not served or underserved by the transit system based on
the service mapping of Task # 1.
C. Map the location of households where the head of household is elderly, minority, low
income and/or does not have a vehicle.
D. ~ Determine the trends in aging and immigration in the service area that will affect
transportation demand.
E. Analyze census data to determine the size of the disabled population in the service
area.
F. Identify any seasonal (i.e. snow; hurricanes, floods) or infrastructure (i.e. roads,
bridges) issues that affect transportation delivery.
G. 'Through empirical data, estimate the normative transportation needs of the service
area.
Content Area 3.2: COORDINATION OPPORTUNITIES
A. Determine whether other transportation providers or volunteer groups are providing
transportation services in the area.
B.: Survey the bordering counties' transportation systems and determine if there is the
ability to coordinate inter-county transportation services.
C. Determine whether there is a regional or intercity service that needs local connector
services.
D. Determine whether any regional authority, urban fixed route system, or smaii urban
system is operating in any part of the service area. What opportunities are there to
coordinate services?
E. Determine the location of any regional rnedical centers and whether the transit
system operating in medical center location could use sub-contracted services during
wait tunes at medical center.
F. Identify locations that could be used for Park and hide services.
TASK 4 -Analyze and lDevelop 1Vlanagemnent and Service Alternatives
Content Area 4.1: ADMINISTRATION AND MANAGEMENT OF THE TRANSTT SYSTEM
A. Assess the mission and goals of the organization. Based on these, what performance
is being measured?
B. Determine if any existing policies are negatively affecting performance and customer
service. Are additional policies needed? Analyze no-show, cancellation, denials,
pick-up window, reservation and waiting Iist policies.
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C. Analyze the transit system's annual budgeting and spending to determine the causes
of repeated deficits or excessive surpluses.
D. Using the division's Fnlly Allocated Cost Model, assess whether the transit system is
billing for trips at the appropriate rate. Assess the appropriateness of the fare(s)
charged.
E. Determine what financial reserves are in place and how they are used.
F. Determine the local financial assistance provided. Assess how it is used and how
much more is needed.
G. Identify any local constraints or barriers the transit system faces in implementing the
recommendations of this plan. Evaluate the Local commitment to improving or
expanding public transportation in the service area.
H. Evaluate the marketing strategies used to promote transit services. Is there a
marketing plan? Assess current webpage for accuracy and compliance.
L Assess whether the public involvement strategies of the systevi are meeting the needs
of persons with disabilities, low income individuals, minorities, elderly and the LEP
population.
3. Has the transit system participated in the development of a locally developed
Coordinated Public Transit -Duman Service Transportation Plan in their service area?
If yes, assess whether any of the service gaps prioritized in the document could be
included in the five-year plan. If no, provide the development of a coordinated
public transit-human service transportation plan in the service area in the five-year
plan.
Content Area 4.2: SERVICE_ANALYSIS
A. Identify opportunities for implementation of new Federal Programs (JARC, New
Freedom, 5314 Elderly and Disabled) as applicable.
B. Assess whether alternative service delivery strategies such as volunteers, voucher
systems, deviated fixed routes, intercity routes or brokerage activities are needed in
the system's service design.
C. Assess the coordination of trips among other counties, small urban system and/or
fixed route systems.
D. Determine how the transit system can provide transportation services to any un-
served and underserved areas. Will this service require more. vehicles or a new type
vehicle?
E. Determine how services for the general public can be expanded to become a greater
portion of the service provided, without negatively impacting the coordination of
human service agency trips.
F. Assess how the availability or absence of any advanced technology (scheduling
software, phone system, MDC, radios) is impacting the efficiency and effectiveness
of services.
G. Cross-reference the reports and other documents provided in the system overview
with your analysis.
H. Fixed Route Systems Only
Assessment of on-time performance
Assessment of bus shelters and bus stop locations to include the foliowin~:
Bus Shelters Bus Sto s
Location ~ Location
Pedestrian Access ~
sidewalks, near a ditch, etc. Pedestrian Access
sidewalks, near a ditch, etc.
Li tin Si ge
Cleanliness Posted Routes/ Schedules/ Times
ADA accessibili
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'T'ASK 5 -Present Alternatives in Technical Memorandum #2 at the Second Steering
Committee Meeting and solicit public comment.
Content Area 5.1: PREPARATION OF TECHNICAL MEMORANDUM #2
A. The Technical Memorandum #2 will summarize the findings of Task 3 and Task 4
and describe alternatives to the existing management and operation of the
coordinated transit system.
B: The advantages and disadvantages of each alternative and the detailed costs
associated with each alternative should be included. It is important for local officials
to see all additional cost and revenues associated with each service design
improvement and alternative. These alternatives are derived from all the data that
has been described, collected and analyzed since the beginning of the study and on
transit industry best practices.
' C. The Technical Memorandum #2 must be submitted to NCDOT in a format described
by NCDOT, at least ten working days prior to the initial steering committee.
D. The consultant is responsible for the timely distribution of copies of the Technical
Memorandum #2, by email or regular mail as necessary, to the members of ttie
steering committee, the county manager and the authorized. official before the
committee meeting.
Content Area 5.2: SECOND STEERIIVG COMMITTEE MEETING
A: Summarize and present the alternatives recommended in the Technical Memorandum
#2.
B. The Steering Committee will discuss the alternatives, recommend changes and/or
select the alternatives they feel should be included in the final report.
C. The consultant will include a record of the meeting and a list of attendees in the
Public Involvement Section of the Draft Plan. .
D. The consultant will send out a summary of the meeting to the Steering Committee.
Content Area 5.3: PUBLIC EDUCATION AND PUBLIC YNVOLVEMENT
A. The consultant will present Technical Memorandum #2 to the Transportaxion
Advisory Board for comments.
B. The Steering Committee will plan and execute at least one public forum to present
the alternatives and receive public comments. The consultant will attend the public
forum to present the alternatives he/she is recommending. Other means of public
education and public involvement may be planned in addition to the public forum(s)
including website postings, focus groups, on-board copies, placement of copies at
community centers, publication in local newspapers, email attachments andlor
presentations at clubs and organizations in the service area. The consultant will
include a record of any public involvement action or meeting that is taken in. the
Public Involvement Section of the Draft Plan.
C. Copies of Technical Memorandum #2 will be shared for continent with the county
manager, county finance officer, the authorized official and other public officials as
determined by the Steering Committee.
7Ct~-SK 6 --Develop the Draft Plan
Content Area 6.1: COMBINE TECHNICAL MEMORANDUMS AND COMMENTS INTO A DRAFT PLAN
Combine all the technical memorandums into a single drat plan considering all the
comments and recommended changes provided.
Content Area 6.2: FIVE-YEAR DRAFT PLAN
Based on the recommended service and/or management alternative(s), develop a detailed
five-year Implementation and Financial Plan to include the following elements:
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6.2.1 Executive Summary - provide a synopsis of the key elements contained in the
plan.
6.2.2 Tinplementation Plan -discuss recommended alteznatives and identify specific
action steps to be addressed. The plan should be at a level consistent with
available resources to address needs identified within the services area..
Marketing recommendations should be included.
6.2.3 Implementation Schedule - develop a prioritized implementation schedule that
includes tasks by month and state fiscal year and that is based on resources, time,
and the feasibility of implementation. Marketing activities should be included.
6.2.4 Financial Plan - develop a five-year administrative, operations, and capital
financial plan. Include projected federal, state and local assistance and
incorporate a strategy to adjust fares or rates to ensure the system has at Least a
three-month operating reserve. Identify the fully allocated costs and address casts
by service.
6.2.5 Performance Measurement Plan -include the mission statement, objectives and
goals for measuring the performance of the transit system.
6.2.6 Public Involvement Description - include a record of all the interviews, surveys,
focus groups, public forums and/or meetings used to collect input during the
development of the plan. The record should include date, location, time and a list
of attendees.
TASK 7 -]Present the Draft Plan at the final meetnng of the Steering Committee. Meeting.
Content Area 7.1: FINAL MEETING OR THE STEERING COMMITTEE
A presentation of the Draft Plan will be made to the Steering Committee, TAB members,
authorized official, county manager, county finance manager, members of the public
governing body, and/or other interested groups. Comments will be solicited and
considered for incorporation for the Final Plan.
TASI{ S -Provide final project deliverables to NCDU7C and the public governing body for
adoption.
Content Area 8.1: DRAFT PLAN TO FINAL PLAN STEPS
A. Send Draft Plan to sponsoring organization, public governing body and NCDOT
for final review and return all cowmen#s within ten working days. Submit all
comments directly to assigned Mobility Development Specialist for coordination
and distribution.
B. The consultant will revise the Draft Plan if necessary and return it for comment.
This process will continue until there are no more comments and the plan
becomes the Final Draft Plan.
C. The Final Draft Plan should be approved within 30 days of receipt. When
approved, the sponsoring organization or public governing body will send a letter
to the NCDOT stating acceptance of the plan.
D. NCDOT will notify the consultant when the plan is accepted.
Content Area 8.2: FINAL PLAN APPROVAL MEETING WITH GOVERNING BODY
A final meeting will be scheduled and held for elected officials, transportation system
directors, commission and boazd members, and other stakeholders to discuss the -findings
of the study and address any questions on the report.
Content Area 8.3: FINAL PROTECT DELIVERABLES
A. The consultant will present one copy of all information contained in the Final
Plan in electronic format. This information should be easily convertible to
HTML or web based format.
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B. The consultant shall provide one (1}camera ready original copy and 10~
reproduced copies.
C. The consultant will complete the following Summary of Recommendations and
send to NCDOT Public Transportation Division
D. The consultant will complete the following Summary of
Recommendations and send to, NCDOT/PTD... .. .
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SUIiZ~~Y OF I~COMMEIrTDA'T'IONS
Recom- Page Nuutber
mendatian
Number
PLAN OBJECTIVE #1-Promote the development and availability of
transportation services throughout the state, in partnership with local officials, public
and private non profit agencies, and operators of transportation services, and
members of the public
NCDOT Goal Eff ciency
Values Customer Service
PTD/MDS MetricCoordination, Program Planning
PLAN OBJECTIVE # 2 -Improve the efficiency and effectiveness of federaUstate
funded transportation programs
NCDOT Goals Efficiency
Values Customer Service
PTD/MDS Metrics Coordination, Pro ram Plannin
PLAN OBJECTIVE # 3 -Support and promote the coordination of public
transportation services across geographies, jurisdictions, and program areas.
NCDOT Goals Efficiency
Values Customer Service
PTD/115 Metrics Coordination, Program Planning
PLAN OBJECTIVE # 4 -Provide dependable transportation to the general public,
low income individuals, elderly persons, and/or persons with disabilities within the
guidelines and funding levels provided by NCDOT and FTA
NCDOT Goals Efficiency
Values Customer Service, Safety
PTD/MDS Metrics Coordination, Pro ram Plannin
PLAN OBJECTIVE # 5 -Enhance the coordination of existing services for ttte
development of a seamless transportation network
NCDOT Goals Eff ciency, Safer, Last Longer
Values Customer Service, Safety
PTD/MDS Metrics Coordination, Pro ram Plannin
PLAN OBJECTIVE # 6 - Build upon the coordination efforts that exist within
North Carolina's public transportation system
NGDOT Goals Efficiency, Safer, Last Longer
Values Customer Service, Safety
"
PTD/112175 Metrics
Coordination, Pro ram Plannin
PLAN OBJECTIVE # 7 - Serve as a basis for funding requests from NCDOT
NCDOT Goals Efficiency
Ya'lues Integrity, Customer Service
PTDIMDS Metrics Coordination, Pro ram Plannin
- END SCOPB OF WORK -
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